Student Records Policy In order to provide students with appropriate instruction and educational services, it is necessary for the district to maintain extensive and sometimes personal information about students and families. These records must be kept confidential in accordance with law, but must also be readily available to district personnel who need the records to effectively serve district students. The superintendent or designee will provide for the proper administration of student records in accordance with law, will develop appropriate procedures for maintaining student records and will standardize procedures for the collection and transmittal of necessary information about individual students throughout the district. The superintendent and building principals will develop a student records system that includes protocols for releasing student education records.

Principals are responsible for maintaining and protecting the student education records in each school. The superintendent or designee will make arrangements so that all district employees are trained annually on the confidentiality of student education records, as applicable for each employee classification. Definitions 32 Eligible Student – A student or former student who has reached age 18 or is attending a postsecondary school. Parent – A biological or adoptive parent of a student, a guardian of a student, or an individual acting as a parent or guardian in the absence of the student's parent or guardian. Student – Any person who attends or has attended a school in the school district and for whom the district maintains education records.

FERPA - WCC Enrolled Students
Access to Educational Records at the Waynesville Career Center is managed by the administration office. In accordance with Public Law 93-380, the Family Educational Rights and Privacy Act of 1974, the Waynesville Career Center is required to inform currently enrolled students of their rights to access to certain educational records. Education records maintained by the Waynesville Career Center and available to students are financial aid records, students’ cumulative advisement file, student health records and disciplinary records, the student personnel folder, and the cumulative scholastic record.

To request access, contact the following offices:
Student Financial Aid Office
Tara Johnson
400 GW Lane
Waynesville, MO 65583
573-842-2513

Administration Office
Anna Hartley
400 GW Lane
Waynesville, MO 65583
573-842-2512

Practical Nursing Office
Lorie Layman
400 GW Lane
Waynesville, MO 65583
573-842-2515

Any student may review, upon written request, his or her records and, if erroneous information is included therein, may request the expunging of such information. Written request must be made to the officials named above for access to records desired. Students desiring reproduction of education records will be charged per copy rate based on current actual reproduction costs. A Waynesville Career Center student wishing to challenge the content of any record may request an opportunity for a hearing to insure that the records are not inaccurate. Waynesville Career Center officials charged with custody of education records will attempt to settle informally any disputes by meetings and discussions with the student. If a formal hearing is necessary, the student or the Waynesville Career Center official charged with the custody of the education records may request such a hearing by submitting a request in writing to the Assistant Director, who will appoint a hearing officer or a hearing committee. The hearing shall be conducted and decision rendered by an appointed official or officials who shall not have a direct interest in the outcome. Either party may appeal the decision of the hearing to the Director. Appeal from the Director’s decision is to the Assistant Superintendent of Personnel Services or designee.

Waynesville Career Center designates as “Directory Information-Public Information” the following categories of information: student name, email address, address and telephone listing (including local and permanent address), program of study, dates of attendance, awards received, the most recent previous educational agency or institution attended by the student, student level, and full- or part-time status. A student wishing to restrict the release of “Directory Information” pertaining to him or her is to advise the enrollment secretary in writing not later than the second week of classes. Any student wishing to obtain a copy of the complete guidelines governing the protection of the privacy of student records under the Public Law may do so by going to the Administration Office. The Waynesville Career Center may permit access to or release the educational records of students without their written consent to a school official with legitimate educational interest. A school official is determined to have legitimate educational interest if the information requested is necessary for that official to (a) perform appropriate tasks that are specified in his or her position or by a contract agreement;

• perform a task related to a student’s education; (c) perform a task related to the discipline of a student; (d) provide a service or benefit relating to the student or student’s family, such as health care, counseling, job placement or financial A student wishing to file a complaint with the United States Department of Education regarding the institutions failures to comply with FERPA should address such a complaint to: Family Compliance Office United States Department of Education 400 Maryland Avenue, SW Washington, DC 20202- 4605

FERPA Disclosure

• FERPA The Family Educational Rights and Privacy Act Informational Guidelines

• What is FERPA? The Family Educational Rights and Privacy Act of 1974 helps protect the privacy of student education The Act provides eligible students the right to inspect and review education records, the right to seek to amend those records and to limit disclosure of information from the records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records. The Act applies to all institutions that are the recipients of federal aid administered by the Secretary of Education.

• What rights does FERPA afford students with respect to their education records? The right to inspect and review their education records within 45 days of the day the university receives a request for Students should submit written requests to the Student Services Center and identify the record(s) they wish to inspect. The staff of the office will make arrangements for access and notify the student of the time and place where the records may be inspected. If the requested records are not maintained in the Student Service Center, the student will be notified of the correct official to whom the request should be addressed.

• The right to request an amendment to the student’s education records that the student believes are inaccurate or misleading. Students may ask the institution to amend a record that they believe is inaccurate or They should write the Office of Student Records or the specific office involved with the record in question (e.g. a department office regarding a grade), clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the institution decides not to amend the record as requested by the student, the institution will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing will be provided to the student when notified of the hearing.

• The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is: a person employed by the institution in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional

• The right to file a complaint with the U.S. Department of Education concerning alleged failures by the institution to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office U.S. Department of Education 400 Maryland , SW Washington DC 20202–5901

• Who is protected under FERPA? FERPA protects the education records of students who are currently enrolled or formerly enrolled regardless of their age or status with regard to parental dependency. The education records of students who have applied to but have not attended an institution are not subject to FERPA guidelines, nor are deceased students. Parents of a student termed as “dependent” for income tax purposes may have access to the student’s education records. A copy of their parent’s most recent Federal Income Tax return, where the parents declared the student as a dependent, must be submitted to the Office of Student Records to document “dependency.”

• What are education records? With certain exceptions (noted below), an education record is any record

(1) which contains information that is personally identifiable to a student, and (2) is maintained by the institution. With the exception of information about other students, financial records of parents and confidential letters of reference to which the student has waived access, a student has the right of access to his or her education records. Education records include any records in whatever medium (handwritten, print, email, magnetic tape, film, diskette, etc.) that are in the possession of any school official. This includes transcripts or other records obtained from a school in which a student was previously enrolled.

• What information is not considered part of an education record? Sole possession records or private notes held by school officials that are not accessible or released to other personnel. Law enforcement or campus security records that are solely for law enforcement purposes and maintained solely by the law enforcement unit. Records relating to individuals who are employed by the institution (unless contingent upon attendance). Records relating to treatment provided by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional and disclosed only to individuals providing treatment. Records of an institution that contain only information about an individual obtained after that person is no longer a student at that institution, e., alumni records.

• What is directory information? Institutions may disclose information about a student without violating FERPA if it has designated that information as “directory information.” At the Waynesville Career Center this includes a student’s: Name, Address, Email address, Parent’s Name, Telephone number, Date and Place of Birth, Academic Program, Dates of attendance (semesters enrolled), Current enrollment status (full-time/part-time), Academic awards received, Most Recent Previous School Attended,

• How does a student authorize release of his/her education record in the form of an academic transcript? Students must authorize the release of their transcripts by written request with signature, by completing and signing a transcript request form available in the Student Service There is a

$4.00 fee for official transcripts. The receipt of a written request with signature to release an education record via fax is permissible.

• Who may have access to student information? The student and any outside party who has the student’s written request. School officials (as defined by the institution) who have “legitimate educational interests.” Parents of a dependent student as defined by the Internal Revenue Code. A person in response to a lawfully issued subpoena or court order, as long as the institution makes a reasonable attempt to notify the student Normally, the institution will comply with a subpoena after two weeks have elapsed from the day of notifying the student.

• When is the student’s consent not required to disclose information? When the disclosure is (one or more of the following): To school officials (defined in policy) who have a legitimate educational interest. To federal, state and local authorities involving an audit or evaluation of compliance with educational In connection with financial aid; this includes Veterans’ benefits. To organizations conducting studies for or on behalf of educational institutions. To accrediting organizations. To parents of a dependent student. To comply with a judicial order or subpoena. In a health or safety emergency. Releasing directory information. Releasing the results of a disciplinary hearing to an alleged victim of a crime of violence.